Position Conditions: This is a full-time, permanent position of 40 hours per week. This position will be offered in accordance with conditions identified in the Collective Agreement between the City of Brandon and CUPE Local 69.
Rate of Pay: $27.77 - $31.07 per hour (2023 Rate)
Closing Date: 11:59pm on February 27, 2025
This competition will include testing and an interview.
PURPOSE OF POSITION
Under the supervision of the Fleet Manager, this position works with Fleet Services staff and their clients to co-ordinate the completion of scheduled and unscheduled work. Administers, maintains and reports on overall success of preventative maintenance (PM) and scheduled work tasks while making recommendations for improvements. Co-ordinates the service and repair of fleet assets through established procedures and contracts.
Assists technicians and staff to ensure the maximum utilization of the asset management system and its various reports. Responsible for processing invoices from contracted vendors, including verifying work billed is as requested and is appropriate for fleet asset. Reviewing and approving quotes for work submitted from contracted vendors by following established processes. Responsible for administrative tracking and other tasks related to preventive maintenance programs, and scheduling of the fleet.
TYPICAL DUTIES AND RESPONSIBILITIES
* Provide front-line access for Fleet Services’ clients, by determining the nature of required service and proceed with the appropriate option to initiate service;
* Create, approve, and process work orders as required and schedule work with the appropriate external vendor or coordinate with Fleet Charge Hand to initiate repair with internal resources;
* Provide clear direction to external vendors on required service and documents appropriately;
* Arrange for transportation of Fleet assets (pre & post) to external vendors in accordance with contract terms and established internal agreements;
* Communicate with clients and vendors (verbal and written) regarding the nature of scheduled and unscheduled repairs, road service, estimated time of completion and changes that impact initial cost and estimated time of completion using tact, diplomacy and problem-solving skills;
* Co-ordinate, monitor and approve changes to the sublet repairs of Fleet assets in accordance with existing agreements, processes and procedures;
* Monitor consistency of sublet repairs and report inconsistencies;
* Enter and update the database of all work, current stage of work and estimated time of completion;
* Monitor, review and audit corresponding paperwork to ensure compliance with approved repairs and in accordance with estimates and contract agreements;
* Process invoices through the City’s financial system;
* Monitor the quality and quantity of work performed by outside vendors and communicate as required;
* Liaise with technicians, vendors and clients, to plan, schedule and monitor repairs to Fleet assets which are covered by manufacturer’s warranties and recalls;
* Maintain consistency of database records using a combination of maintenance management software, Microsoft Excel, Word, Outlook and hand-written forms;
* Receive and process accident claims from client groups, review and co-ordinate necessary actions required due to missing damage claims;
* Provide input into creating efficient and cost-effective work methods, procedures and schedules;
* Complete special projects as requested;
* Work collaboratively with the Charge Hand to ensure vehicles and equipment are prioritized accurately and the garage is scheduled in an effective and efficient manner.
NOTE: This description is not intended to limit the assignment of work or be construed as a complete list of the many duties to be performed by the incumbent.
MANDATORY QUALIFICATIONS & EXPERIENCE
* Grade 12, G.E.D., C.A.E.C., or Mature High School Diploma;
* Two (2) years’ experience in a vehicle or equipment maintenance related field;
* Proficient use of computer equipment, operating systems, including Microsoft (Outlook, Word, Excel);
* National Safety Code Training Course Certification, must be attained within one (1) year of employment;
* Planning & Scheduling Online course and certification, must be attained within one (1) year of employment;
PREFERRED QUALIFICATIONS & EXPERIENCE
* Post-secondary certification in a related field;
* Three (3) years experience working with government is an asset;
* Experience working with fleet and financial software is an asset; proficiency must be attained within one (1) year of appointment;
* Experience working in a high fast paced, multiple priority environment;
* Demonstrated experience trouble-shooting and repair of mechanical problems related to vehicles;
* Demonstrated experience working in a customer service focused environment;
* Demonstrated knowledge and strong administrative skills with excellent attention to detail in the duties described, normally acquired through a combination of education or relevant work experience.
WORK CONDITIONS
The Vehicle Service Coordinator works independently and as part of a team providing support to a variety of people.
* Work in a shared and consultative manner with other employees (daily);
* Wide variety of tasks requiring the ability to manage multiple unrelated projects and make independent decisions (daily);
* Self-motivated and quality driven to perform tasks and projects (daily);
* Responsible to the Manager of Fleet Services.
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